Standard Operating Procedures
Standard Operating Procedures for Incident Reporting
This prompt helps operations teams develop SOPs for reporting and documenting incidents, such as workplace accidents, equipment failures, or data breaches. It focuses on ensuring timely reporting, accurate documentation, and clear escalation paths.
Responsible:
Operations
Accountable, Informed or Consulted:
Operations, HR
THE PREP
Creating effective prompts involves tailoring them with detailed, relevant information and uploading documents that provide the best context. Prompts act as a framework to guide the response, but specificity and customization ensure the most accurate and helpful results. Use these prep tips to get the most out of this prompt:
Identify common types of incidents and their frequency within the organization.
Review current reporting practices, tools, and challenges.
Gather input from stakeholders on critical details required in incident reports.
THE PROMPT
Help create a standard operating procedure for incident reporting in [specific area, e.g., workplace safety incidents]. Focus on:
Incident Identification: Recommending initial steps, such as, ‘Define what qualifies as an incident and ensure all employees understand the criteria for reporting.’
Immediate Actions: Suggesting response protocols, like, ‘Document immediate actions to be taken, such as containing the incident, notifying a supervisor, and ensuring safety measures are in place.’
Reporting Procedures: Proposing standardized steps, such as, ‘Provide clear instructions on how to report incidents, including forms to complete, required details (e.g., time, location, description), and submission timelines.’
Escalation Paths: Including next steps, such as, ‘Define a process for escalating critical incidents to appropriate stakeholders or departments, specifying roles and responsibilities.’
Documentation and Follow-Up: Recommending tracking, such as, ‘Establish a system for maintaining records of incidents, follow-up actions taken, and outcomes to support audits or preventive measures.’
Provide an actionable SOP for reporting and managing incidents, ensuring clarity, accountability, and compliance. If additional details about the type of incidents or current processes are needed, ask clarifying questions to refine the SOP.
Bonus Add-On Prompts
Propose strategies for automating incident tracking and reporting using tools like ServiceNow or Freshservice.
Suggest methods for training employees on the importance of timely and accurate incident reporting.
Highlight techniques for conducting root cause analysis and incorporating findings into preventive measures.
Use AI responsibly by verifying its outputs, as it may occasionally generate inaccurate or incomplete information. Treat AI as a tool to support your decision-making, ensuring human oversight and professional judgment for critical or sensitive use cases.
SUGGESTIONS TO IMPROVE
Focus on SOPs for specific incident types, like IT security breaches or workplace injuries.
Include tips for creating a user-friendly reporting system for employees.
Propose ways to integrate incident reporting with compliance or risk management systems.
Highlight tools like Zoho Desk or Jira for centralized incident reporting.
Add suggestions for setting up regular incident review meetings to improve processes.
WHEN TO USE
To ensure timely and accurate reporting of critical incidents.
During efforts to improve workplace safety or operational compliance.
When developing audit trails or reports for regulatory purposes.
WHEN NOT TO USE
For low-priority or minor issues that do not require formal reporting.
If incident reporting is already highly standardized and effective.